Kanban in Software Development

Kanban is another Agile approach, but instead of working in fixed sprints like Scrum, it focuses on a continuous flow of work. Kanban is a workflow management method that helps teams visualize work, limit work in progress, and improve how tasks move from start to finish.

The method actually originated on Toyota's factory floors decades ago, where it was used to control inventory and avoid overproduction, and it was later adapted for software teams. Because there are no fixed sprints, work can be added or reprioritized at any time, which makes Kanban especially appealing to teams whose workload changes unpredictably.

How Kanban Boards Work: Step-by-Step

Step 1: Create a Kanban board

Set up a board that visually represents your team's workflow. Divide it into columns that reflect each stage of work, such as To Do, In Progress, In Review, and Done. You can customize these stages to match your team's process.

Step 2: Add tasks as cards

Create a separate card for each task or work item. Each card contains details such as the task name, description, assignee, priority, and due date.

Step 3: Place tasks in the "To Do" column

When new work is identified, add its card to the To Do column. This serves as the team's backlog of tasks waiting to be started.

Step 4: Move tasks through the workflow

As work begins, move the task card from one column to the next. For example, a task moves from To Do → In Progress → In Review → Done as it advances.

Step 5: Limit work in progress (WIP)

Set a maximum number of tasks that can be in certain columns, especially In Progress. These WIP limits prevent team members from taking on too many tasks at once and encourage completing existing work before starting new tasks.

Step 6: Monitor task progress

Anyone on the team can quickly look at the board to see:

• What tasks are currently being worked on
• Which tasks are blocked or delayed
• What work is ready to be picked up next

This improves transparency and reduces the need for frequent status update meetings.

Step 7: Track performance metrics

Measure key metrics such as:

• Lead time: The total time from when a task is created until it is completed.
• Cycle time: The time spent actively working on a task from start to finish.

These metrics help teams identify bottlenecks and continuously improve their workflow.

Kanban vs Scrum

When to Use Kanban

Kanban works best for teams handling a steady stream of incoming requests where priorities shift often, like support or operations teams. Scrum is ideal for complex, deadline-driven projects requiring collaboration and iteration. Kanban works best for recurring tasks, flexible timelines, and teams needing visibility into workload. If your team's work does not fit neatly into fixed sprints, Kanban usually fits better.

It is also a good fit for teams transitioning away from rigid processes, since Kanban's low-disruption nature lets them start with their existing workflow and improve it gradually rather than overhauling everything at once.